Reading Room Policies | Special Collections Research Center | SIU

1. Researchers must complete and sign a Researcher Registration Form once each academic year (July 1-June 30) and provide acceptable identification (driver’s license or other photo ID) prior to use of the collections. Researchers must sign the register once daily during every visit.
2. All backpacks, purses, coats, and other personal items are to be placed in lockers inside the reading room.
3. Smoking, eating, or drinking are prohibited around materials. All cell phones and electronic devises must be turned to silent mode in the reading room.
4. Materials may only be used in the reading room. Stacks are closed and materials do not circulate.
5. The researcher must accept responsibility for carefully handling all materials made available. Manuscripts and books may not be leaned on, written on, folded, traced over or handled in any way that may damage them. All manuscripts must be kept on the surface of the table. For certain materials, it may be necessary to wear gloves provided by SCRC staff.
6. Notes must be taken in pencil on loose leaf paper. SCRC supplies loose leaf paper to researchers requiring it. The use of ink is prohibited. Special arrangements may be made for the use of scanners, sound recording devices, etc.
7. Researchers must fill out a “call slip” or request for materials form. Researchers may be restricted to using only one book or box of materials at a time. All materials must be kept in the order in which they are found in each folder. Folders must likewise be kept in the order in which they are found in each box.
8. SCRC staff will consider requests for limited reproduction of materials when such duplication can be done without injury to the material and when such duplication does not violate donor agreements or copyright law. The entirety or significant portions of books or collections will not be copied. If you wish to request copies, please fill out the appropriate copy request form. See Fee Schedule for information regarding charges. Reproduction of any item must contain a complete citation to the original. Adherence to all Copyright Act provisions is the responsibility of the researcher.
9. Photocopies are for personal research needs, and are not to be further reproduced without written permission of SCRC. COPIES ARE NOT TO BE PLACED IN ANOTHER INSTITUTION OR GIVEN TO ANOTHER RESEARCHER.
10. It is the responsibility of the researcher to secure permission from both SCRC and the holders of copyright of material in the collections before publication or display. Permission to photocopy does not constitute permission to publish the copied item.
11. A published work using SCRC materials, must acknowledge this source. Citation should take the following form: [item], [collection title], Special Collections Research Center, Southern Illinois University Carbondale. “Published work,” used here, refers to seminar or term papers, theses, dissertations, journal articles, monographs, books, electronic or other forms prepared for a limited or general public.
12. Some items are stored off-site and require up to 24 hours to be pulled. For these items, please contact a staff member before your visit. Researchers may reserve the materials they are still using for the following day.
13. FAILURE TO ABIDE BY THE ABOVE RULES IS SUFFICIENT CAUSE TO REVOKE SCRC USE PRIVILEGES.

Researchers may take photographs of collection materials for study purposes only, as allowed by SCRC, based on the physical condition of the materials, and in accordance with copyright law, donor restrictions, and reading room rules.

The researcher must agree to the following conditions:

Repository Procedures

• I will obtain permission from library staff before taking any photographs.
• I will indicate all items to be photographed and show them to library staff for approval.
• I will provide a list of all collections and items photographed.
• I will use my personal camera only—no portable scanners.
• I will include in each photograph a nameplate provided by SCRC identifying the repository.
• I will not photograph the entirety or significant portions of books or collections.
• It is my responsibility to keep accurate citations for all items photographed, which I will need when ordering publication-quality images or requesting permission to quote.

Materials Handling Rules

• I will handle the materials with care and according to SCRC rules.
• I will not bend, press down, or otherwise manipulate or rearrange materials to get a better photograph, as well as keep materials flat on the table or in the stand/cradle provided.
• I will ask SCRC staff for assistance with fastened items.
• I will not remove items from their plastic sleeves.
• I will not stand on chairs, tables, or other furniture.
• I will turn off the flash and sound on my camera.
• I will not use special lights.
• I will not take photographs of the staff, reading room, or other researchers.
• I understand that the SCRC reserves the right to deny permission to photograph collection materials at its discretion.

Copyright

• I will use the photographs for my private study, scholarship, and research only.
• I will not publish the photographs in print, post them on the Internet, nor exhibit them.
• I will not donate, sell, or provide the photographs to another repository.
• I will request publication-quality images from SCRC at its standard fees.
• It is my responsibility to obtain permission to publish from copyright owners.

Warning Concerning Copyright Restrictions

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement.

This institution reserves the right to refuse a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

I agree to indemnify and hold harmless Southern Illinois University Carbondale, its agents and employees against all claims, demands, costs and expenses incurred by copyright infringement or any other legal or regulatory cause of action arising from the use of these photographs.

A primary objective of Special Collections Research Center (SCRC) is to make the materials it holds and maintains as widely available as possible for purposes of advancing scholarship. At the same time, SCRC respects the interest of creators in their intellectual property. This copyright policy is intended to ensure maximum access to materials held by SCRC while respecting the rights afforded creators under U.S. copyright laws. To this end, SCRC:

• Wherever possible acquires through deed of gift copyright interests in the materials owned by SCRC;
• Recognizes and makes clear to researchers that physical ownership does not guarantee ownership of copyright. Even when SCRC has received copyright interests in a collection through a deed of gift, this copyright ownership may not extend to all of the materials in the collection. SCRC makes this clear in its instructions to researchers, in its Duplication Request Form and through stamps and watermarks it places on copies of its materials;
• Provides copies for researchers for purposes of “fair use” as defined by U.S. Copyright Law, Title 17, section 107. Researchers must request copies using an SCRC Duplication Request Form. A separate request form is required for each collection from which a researcher requests copies. Copies will be made by SCRC employees and will be marked to show SCRC ownership of the physical material. SCRC reserves the right to refuse to copy materials if it judges that doing so will violate copyright law. SCRC will limit the amount copied from any collection and total copies for any researcher;
• May allow the use of digital cameras to make “fair use” copies. Conditions for use of such copies as specified in this policy and SCRC forms apply also to copies made with digital cameras. Researchers granted special permission to use digital cameras must fill out applicable copyright forms in person and log the images they take. When taking pictures of SCRC materials they must include an overlay which shows SCRC ownership;
• Makes clear in its rules for researchers and Duplication Request Form that receiving copies made for fair use purposes and payment made for such copies do not constitute permission to publish, exhibit, or use in any way inconsistent with “fair use.” Researchers must obtain permission from holders of copyright to publish, exhibit or use copied material in any way other than for “fair use.” Regarding the small amount of materials of which SCRC is the copyright holder, permission to use copies of these in excess of “fair use” must be requested from SCRC using an SCRC Permission Form. The decision to grant such permission will be made by the Director of SCRC. Researchers may not tamper with the stamps and watermarks SCRC places on copies of its materials. When a clean copy is needed for publication or display SCRC will provide one for a fee and in accordance with its policies. Researchers may not deposit copies of SCRC materials in any other archives or institution;
• Gives only one-time, non-exclusive rights to use material as specified in its Permission Form when granting permission to use its materials of which it is the sole copyright holder. SCRC also requires that, when SCRC material is used, either by permission or in accordance with “fair use,” SCRC be credited as the documentary source using the citation format specified in its rules for researchers and forms;
• Will try to determine copyright status of materials it holds when it can reasonably do so within the framework of its overall mission of preserving and making these materials accessible to researchers. But the burden for determining copyright status and obtaining appropriate permissions for purposes of publishing or other uses beyond “fair use” falls entirely on the researcher. In receiving reproductions of materials, the researcher agrees to defend, indemnify and hold harmless Morris Library, Southern Illinois University at Carbondale, and the Southern Illinois University system, its officers, employees, and agents against all claims, demands, costs, and expenses, including attorneys’ fees incurred by copyright infringement or any other legal or regulatory course of action, arising from the use of Morris Library reproductions.

Copying for Historical Preservation

Another primary objective of SCRC is the preservation for history of the materials it owns. In the course of its work of preservation SCRC will often make copies of its materials. Such copying is done in accordance with U. S. Copyright Law, Title 17, Section 108.

Publicity and Exhibits of SCRC Collections

From time to time SCRC will create brochures and exhibits and undertake other activities to publicize its collections. In doing so, it will use materials from the collections. When SCRC does not own copyright in these materials, it will obtain permission to use them from the copyright holders if it deems the use of materials exceeds “fair use” under copyright law.

Approved: March 28, 2007. Updated: August 13, 2021.